A packing slip is a document in the logistics and fulfillment process that travels with a shipment of goods. This document serves as an internal and external reference point, confirming exactly what items were placed inside a package before it leaves a warehouse. Understanding the function and composition of this document is important for businesses to maintain accuracy and for customers to verify their received order.
Defining the Packing Slip
The packing slip is a shipping document prepared by the seller or shipper that details the contents of a package. Physically, this document is often a printed slip of paper or a label placed either inside the shipping container or secured to the exterior in a clear plastic sleeve. It is generated during the order fulfillment process, specifically after the items have been picked from inventory and are ready to be boxed for transit. The primary role of the slip is to act solely as a verification tool for the physical contents being shipped.
It does not contain any financial data or pricing information, distinguishing it from other documents that accompany a sale. The presence of the slip allows the person packing the order to confirm that every item is present before sealing the box. Upon arrival, the customer or receiver uses this same document to perform a physical check, comparing the actual items in the box against the list on the slip to ensure the shipment is complete and accurate.
Key Information Found on a Packing Slip
A packing slip contains specific data points necessary for identifying the order and verifying its contents. The document displays the customer’s name and shipping address, along with the unique customer order number or purchase order number that links the shipment back to the original transaction. This identification data ensures the package reaches the correct destination and can be tracked within the seller’s system.
The core of the slip is the detailed listing of every product contained within the package. This list includes the Stock Keeping Unit (SKU) or product code for each item, which provides an unambiguous identifier. Alongside the SKU, the document clearly states the quantity of each item that was shipped, allowing for a precise physical count upon delivery. Dollar amounts, unit prices, or total costs are intentionally omitted from this document.
The Operational Purpose of the Packing Slip
Businesses rely on the packing slip to maintain accuracy throughout their fulfillment and inventory management processes. During the picking and packing stage, the document serves as a checklist for warehouse personnel, guiding them to pull the exact items and quantities from inventory shelves. This systematic verification prevents errors like shipping the wrong product or shorting an order before the package is sealed and handed off to a carrier.
The slip acts as a control mechanism for inventory records, signaling to the system exactly which units have been removed from stock and allocated to a specific order. When a customer receives a shipment, they use the slip to confirm the delivery. Any discrepancies found can be quickly traced back to the fulfillment center using the order number, supporting quality control and streamlining the handling of returns or missing item claims.
Packing Slip vs. Invoice: Understanding the Difference
The packing slip and the commercial invoice are two distinct documents that serve different purposes in a transaction. The packing slip focuses solely on the physical movement and verification of goods, listing only the items and their quantities. Its function is operational, confirming what was shipped and what was received by the customer.
The commercial invoice, conversely, is a financial document that deals entirely with the monetary aspect of the sale. It itemizes the products, includes the unit price, lists any taxes or shipping fees, and specifies the total amount due or already paid. While both documents are generated from the same initial sales order, the invoice is used for accounting, payment processing, and customs clearance.